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Home My Public Portal About12 08 17 MeetingVI. Announcements. A. Regular Meetings and Public Hearings 1. January 12, 2018 at 9:00 A.M. 2. February 9, 2018 at 9:00 A.M. 3. March 9, 2018 at 9:00 A.M. 4. April 13, 2018 at 9:00 A.M. 5. May 11, 2018 at 9:00 A.M. Mayor Morgan called attention to these dates. O VII. Communication from the Public (3 min. maximum) Julio Martinez complemented the Commissioners, staff members and the President of the Civic Association on their work that keeps the Town of Gulf Stream the place that everyone enjoys. VIII. Reports. A. Utility Undergrounding-Danny Brannon (Engineer) Town Manager Dunham, in the absence of Mr. Brannon, reported that FP&L is still in the process of preparing the as -built plans for MINUTES OF THE REGUAR MEETING AND PUBLIC HEARING HELD BY THE TOWN OCOMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY DECEMBER 8, 2017 AT 9:00 A.M. IN THE WILLIAM F. KOCH, JR. COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Mayor Morgan called the meeting to order at 9:00 A.M. O II. Pledge of Allegiance. The Mayor led the Pledge of Allegiance. III. Roll Call. Present and Scott W. Morgan Mayor Participating: Thomas M. Stanley Vice Mayor Paul A. Lyons, Jr. Commissioner Joan K. Orthwein Commissioner Also Present & Gregory Dunham Town Manager Participating: Edward Nazzaro Staff Attorney Edward Allen Police Chief Rita Taylor Town Clerk Absent W/Notice: Donna S. White Commissioner John Randolph Town Attorney IV. Minutes. O A. Regular Meeting of November 9, 2017. Vice Mayor Stanley moved to approve the Minutes of November 9, 2017 and Commissioner Orthwein seconded the motion with all voting AYE. V. Additions, withdrawals, deferrals, arrangement of agenda items. There were no changes to the agenda. VI. Announcements. A. Regular Meetings and Public Hearings 1. January 12, 2018 at 9:00 A.M. 2. February 9, 2018 at 9:00 A.M. 3. March 9, 2018 at 9:00 A.M. 4. April 13, 2018 at 9:00 A.M. 5. May 11, 2018 at 9:00 A.M. Mayor Morgan called attention to these dates. O VII. Communication from the Public (3 min. maximum) Julio Martinez complemented the Commissioners, staff members and the President of the Civic Association on their work that keeps the Town of Gulf Stream the place that everyone enjoys. VIII. Reports. A. Utility Undergrounding-Danny Brannon (Engineer) Town Manager Dunham, in the absence of Mr. Brannon, reported that FP&L is still in the process of preparing the as -built plans for Town Commission Regular Meeting & Public Hearing Held Dec. 8, 2017 at 9:00 A.M. Othe system and said that they will not be issuing the switching orders until those are completed. B. Town Manager 1. Engineering for Storm Drainage Outfall -Polo Dr. Mr. Dunham called attention to a proposal from Mathews Engineering to provide engineering services for the construction of a storm drainage outfall in an existing easement at 3140 Polo Drive. He Obelieved this to be a perfect time for this installation in that there is currently a new home under construction at this location and there is no landscaping that would be disturbed. He added that funds have been budgeted for this project. Commissioner Lyons moved to approve the proposal from Mathews Consulting for engineering services to design and permit a new catch basin and a positive drainage outfall structure for the Town of Gulf Stream in the amount of $13,700 which includes a 10% contingency. Vice Mayor Stanley seconded the motion and all voted AYE at roll call. 2. Hurricane Shutters Mr. Dunham asked Staff Attorney Nazzaro to address this matter. Mr. Nazzaro said he has researched this matter and found it has been addressed in a number of different ways. He said he is prepared to draft an ordinance that will basically address when they must be taken down, taking into consideration the type of material the shutters are constructed of. The Commissioners felt that if plywood were to be used, Othere should be a limit of two weeks after which it must be removed. 3. Comcast Upgrades In answer to a question from Commissioner White, Mr. Dunham said that he had learned that the installation of fiber optic is mostly used for new installations rather than converting existing installations to fiber. He said that there is also a cost factor to consider in the equation, that being the number of customers that would be included in such an installation. He closed by advising that he is still looking into this matter. 4. AlA Paving The Town Manager said he has been advised that the repair will commence on December 18, 2017. He said they would first remove the sub -base and then it will have to settle for 30 days, after which they will return and repave the area. 5. Town Hall Expansion Mr. Dunham said that the piling for the addition is scheduled to go in place today, after which the foundation will be O installed. C. Architectural Review & Planning Board 1. Meeting Dates a. December 28, 2017 at 8:30 A.M. b. January 25, 2018 at 8:30 A.M. c. February 22, 2018 at 8:30 A.M. d. March 22, 2018 at 8:30 A.M. Oe. April 26, 2018 at 8:30 A.M. 2 Town Commission Regular Meeting & Public Hearing Held Dec. 8, 2017 at 9:00 A.M. OMayor Morgan noted the next ARPB Meeting will be held on December 28, 2017 at 8:30 A.M. D. Finance Director 1. Financial Report for November 2017 Mayor Morgan asked if there are any questions regarding the Financial Report or the Water Usage Report and there were none. 2. Water Usage as of November 30, 2017 The Mayor declared both the Financial Report and the Water �) Usage Report to be accepted as presented. E. Police Chief 1. Activity for November 2017 There were no questions regarding the police report and Mayor Morgan declared it to be accepted as presented. IX. Items for Commission Action. A. Bid Award for Information Technology Services -RFP #17-200 The Town Manager explained that FDLE now requires that IT personnel who service equipment used by police departments must have special certifications as dictated by FDLE. Inasmuch as the Town's current supplier does not have these certifications, it was necessary that the Town advertise for bids for another IT person who qualifies. He said that 8 vendors requested a copy of the RFP and 2 of them responded. PC Professor submitted a bid of $8,000 per month and IT-Smarts.com, Inc. submitted a bid for $1,100 per month. A committee of 3 staff members, OMr. Nazzaro, Mrs. Tew and Lt. Haseley, have recommended the bid be awarded to IT -Smarts who are located in Lake Worth. Vice Mayor Stanley moved to award a contract to IT-Smarts.Com, Inc. for one year of Information Technology Services pursuant to the terms of their proposal and Commissioner Orthwein seconded the motion with all voting AYE at the roll call. B. Items by Mayor & Commissioners 1. ARPB, evaluate the need for "discouraged elements" -Mayor Mayor Morgan stated that he has always been concerned with the section in the Code that lists certain items under the title of "discouraged". He reasoned if those would be something that the town doesn't want then why would they not be listed as "prohibited". He felt that it may be helpful to have the ARPB review these sections of the Code and would like to know if the other commissioners may have some of the same concerns. OIt was noted by the other commissioners that circumstances may have changed over the years and it would be prudent to have a review of the "discouraged" sections within each Design District. The staff was directed to place this item on the next ARPB Agenda along with the necessary information. X. Adjournment. O Mayor Morgan adjourned the meeting at 9:50 A.M. 9 Town Commission Regular Meeting & Public Hearing Held Dec. 8, 2017 at 9:00 A.M. Rita L. Taylor Town Clerk